March 15, 2012 Meeting

Port of Indianola

Special Meeting Minutes Date: Thursday, March 15, 2012 Time: 7:05 PM Location: Indianola Clubhouse

Present:

• Commissioner Jeff Henderson, Chairman
• Commissioner John Jacobsen
• Commissioner Joan Wald

Guests Present:

• Carol Tripp, Accountant/Auditor for the Port of Poulsbo

Meeting Called to Order: 7:05 PM

1. Approval of Previous Minutes#

• Minutes of the January 18, 2012 meeting read by Commissioner Henderson.
• Motion to accept minutes as read: MSP’d
• Passed

2. Financial Report (Commissioner Jacobsen)#

• As of 03/07/2012:
  • Cash Account: $8,630.70
  • Kitsap County Investment Pool: $46,315.74

3. POI Vouchers and Checks#

• Discussion on proper procedures for signing and issuing POI vouchers/checks.
• Commissioner Jacobsen confirmed past compliance with County/State requirements.
• Steps will be taken to maintain and improve compliance.
• Confirmation to be obtained that all Commissioners are officially on the account.
• Vouchers signed:
  • #1575–#1589: Joan Wald – $9,651.49
  • #1579–#1589: Jeff Henderson – $6,456.40

4. Contribution to IBIC#

• IBIC President Dave Haley requested Port contribute to trash/recycling bins and Mutt Mitts.
• Motion MSP’d for Port to assume 70% of IBIC’s 30% responsibility for 2011 and future payments.
• Passed

5. Hiring of POI Accountant/Auditor#

• Carol Tripp presented her qualifications and services: $25/hr
• Resolution 2012-01 drafted and MSP’d to retain Carol Tripp as POI Accountant/Bookkeeper effective 03/19/2012.
• Resolution to be forwarded to County Treasurer’s office.

6. POI Website#

• Commissioner Wald secured portofindianola.com, with additional .org and .net addresses.
• Volunteers Tim Celeski and Cory Gunderson may assist with website development.
• Proposed contents: Mission Statement, Port goals/objectives, contact info, budgets, meeting schedules/minutes.

7. Regular Meeting Schedule#

• Motion MSP’d to hold regular meetings the first Tuesday of each month at 7:00 PM in Indianola Clubhouse.
• Kitsap Herald designated as newspaper of record.
• Karen Tiemeyer to notify IBIC coordinators for clubhouse scheduling.
• Commissioner Wald to publish notices in Kitsap Herald.

8. POI Document Storage#

• Commissioner Jacobsen to review and organize historical documents.
• Carol Tripp to provide County/State-required disposition guidance (retain, 2-year, 6-year, or shred).
• Inventory to be conducted by Commissioners.

9. POI Mission Statement & Advisory Board#

• Motion MSP’d to create Port Advisory Board to assist in Mission Statement and Comprehensive Plan.
• Commissioner Wald appointed liaison to Advisory Board.
• Board to consist of community volunteers and hold open meetings.
• Meeting to be announced in April Breeze and Kitsap Herald.

10. Grant Pursuit#

• Discussion of pursuing grants for dock maintenance/repair and recreational enhancements.
• Carol Tripp to provide guidance on grant applications.
• Prior development of Mission Statement and Comprehensive Plan required before pursuing grants.

11. Joint Letter to Legislature & Governor#

• WA Legislature special session may reallocate Boating Facilities grant funds.
• Motion MSP’d for Commissioner Henderson to draft and send letters to Senators, Representatives, and Governor Gregoire expressing Port’s position.

Meeting Adjourned: 9:37 PM

Submitted by: Judith Frank

Signatures:

• Commissioner Jeff Henderson
• Commissioner Joan Wald